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Steps for Completing a Layaway in the Register

Please note that you can also access any Layaway from Modules > Layaways.

1. Go to the Register, you can click the Register Button in the upper left.
2. Search for the Customer.
3. Click any of the icons in the upper right, the Customer Actions panel will open. NOTE: If the customer has an active layaway, the open box icon will be highlighted in gold.

1. Scroll down to Layaways in the left column and find the one the customer is picking up.
2. Click the Pick Up button.
3. The payment will load as a line item in the register. Fees, such as a late fee, will display as separate line items. Adjust fees and amounts as needed.
4. Complete your transaction in the normal way.

Click here for more detail on working with layaways: Layaways.

Steps for Completing a Special Order in the Register

1. Go to the Register, you can click the Register icon in the upper left.
2. Search for the Customer.
3. Click any of the icons in the upper right, the Customer Actions panel will open. NOTE: If the customer has an active special order, the ticket icon will be highlighted in gold.
   
   
   
   
4. Scroll down to Special Orders in the left column.
5. Find the Special Order the customer is picking up.
   
   
   
   
6. Click the Pick Up button, your special order will load as a line item.
7. Complete your transaction in the normal way.

Click here for more detail on working with Special Orders: Working with Special Orders.

Steps for Completing a Work Order from the Register

1. Click the Register icon in the upper left.
2. Search for the Customer and click the name to add the Customer to the Register.
3. If the Customer has active Work Orders in the system, you will see the Wrench icon highlighted in gold in the upper right, with the other Customer Action icons.
4. Click any of the Customer Action icons in the upper right of the Register.

5. The Customer Actions panel will open, and the Work Order(s) are listed at the bottom of the left column. Click the Work Order to load it into the Register.

6. You will see line items for each service and part, and you can apply any discounts you might need.
7. Complete the transaction in the normal way.

Click here for more detail on processing your Work Orders: New Version of Work Orders.

To remain federally compliant with regulations governing autopay billing for recurring charges to credit cards on file we have updated the emails the system sends out for areas that apply, such as those for Subscriptions and Rental Contracts. In each of these areas, the system sends out an email regarding the recurring billing when the feature is initially started for the customer, and then also sends out a notification email each time a payment is made.

Subscription Email Updates

Here is an example email of what the system will send out whenever a customer starts a new Subscription:

We are required to show the terms of the automated billing, such as how much each payment and estimated tax will be, when the first payment will start, and for how many payments the subscription will run. We also show at what frequency payments will be charged, and the basic payment info for the card being used (card type and last 4 digits). Finally, the footer contains essential info and in the bottom paragraph, we are required by law to provide a link the customer can use if they want to opt out of the subscription, or info for contacting the store. Please note that just providing contact info is not enough for this requirement, the link must be present.

For each payment that is charged to the customer's card for the Subscription, we will send an email like the one below, which contains similar content also required to be compliant.

Rental Contract Email Updates

Since Rental Contracts also use recurring billing, we have updated the system notices for that area as well. Here is an example of an email a customer will get when they start a new Rental Contract:

For this area as well, we are required to show the terms of the automated billing, such as how much each payment and estimated tax will be, what fees will be charged if there are any, when the next payment will be, and for how many payments the contract is scheduled to run. We also show at what frequency payments will be charged, and the basic payment info for the card being used (card type and last 4 digits). The footer contains essential info and in the bottom paragraph the customer can see info for contacting the store if they have questions about their contract. Since it is a contract, we are not required by law to provide a link that can cancel the automated payments.

For each payment that is charged to the customer's card for the Rental Contract, we will send an email like the one below, which contains similar content also required to be compliant.

The work order text messaging feature allows users to customize text messages sent to customers regarding their work orders. This includes customizing the default message sent when orders are ready for pickup as well as customizing the signature appended to messages for each store location, if you have multiple stores.

Customize Your Text Signatures

1. Click the Admin Button with your username in the upper right and go to Settings > POS Settings > Work Orders.

2. Scroll down to the Signature section.

3. Click the dropdown and choose Custom Signature.

   • Enter the custom signature you want in the field to the right.
   • Click Save at the bottom.

Ready for Pickup Notification

In the same area of Settings, you can configure the default message content that will be sent whenever a Work Order is ready to be picked up. In the section for Default Message for Notifying Customer, the system default message will be in place. You can edit the content, and if you want, you can add automated merging of the Customer's first name and the Work Order ID, as pictured below. Once you're done configuring the message, click to Save.

Please note, if you have also customized the signatures as described above, the text message notifications will have those custom signatures so the customer will know which location to go to.

In the Work Order, you will see the message when the system prompts you to notify the customer about pickup.

When you change the Status of a Work Order to Ready for Pickup and click to Save the Work Order, a window appears with a text message box and signature.

The Message Content will populate the default message you have saved in the settings, as described above, and will also include your customized signature, as pictured below.

After logging into the system, in the upper right click on the Admin Button with your username and go to Settings > Website Settings > Website Settings > Email, and you will see a field to enter your From Email Address. Please note the warning on the page about not using an email address provided by one of the big free email providers, such as AOL, Hotmail, Gmail, Yahoo, etc. The reason such email addresses will not work for this system is because that spammers use email addresses like that to send bulk emails out at little risk to themselves. So bulk email provider services have trouble sending messages with From email addresses like that, so in the system, we do not allow them.

Create a Link to a File

These steps will help you create a text or image link to a file hosted on our servers for your site. Our system will allow you to upload the following file types: Documents / Productivity - CSV, DOC, DOCX, PDF, PPT, PPTX, RTF, TXT, XLS, XLSX. Images - BMP, GIF, JPG, PNG. Audio - MP3, WAV. Video - AVI, FLV, MOV, MPG, MP4, QT, SWF, WMV. Compressed Files - ZIP.

1. After logging into the system, click Website > Website Editor and go to the page where you want to create the link.
2. Either create a new module for the link (click on the Add Body Content link at the top and click the Add button for the Content module at the top of the list) or click the Edit button (the fat little pencil) in the gray toolbar of an existing module where you want to create the link.
3. If you are adding a link to an image, click on it to highlight it. If you are making a text link, type out your text and then highlight it with your mouse. (Example: Click here to view our Summer Catalog!)
4. Click on the Insert/Edit Link button (in the functions above the Content editing box, in the top row of buttons: this button looks like three chain links).
5. Click on the Browse Server button (the button on the far right of the Source field; it looks like a folder with a magnifying glass).
6. If you have already uploaded the file, click on the folder it is in and find it in the list (or Search for it in the upper right) and then click on the file. If you have not uploaded the file yet, do the following steps:
   • Click on the blue Upload File button.
   • Click on the green Add Files button and search your computer for the file you want.
   • Either double-click on the file or click on it once and then click the Open button.
   • You will see a small thumbnail image of your file in the Upload Files window. Click on the blue Start Upload button.
   • Depending on the size of the file you are uploading and the speed of your connection, you may see a status bar for the upload. Once the file has finished uploading, the Upload Files window will disappear.
   • You will see your file at the top of the list. Click on it.
7. You will see the URL for the file inserted into the URL field for the link. Click on the drop-list arrow for Target and then click on New Window (blank). The reason you will want the file to download in a new window is because in many cases a browser will take your visitor away from your site to load the file in the window. By having it load in a new window your visitor can download the file, and when they are done, they can close that window and they will be right back at your site.
8. Click OK.
9. Scroll down to the bottom of the screen and click the Save button.
10. Test your new link to verify that it works correctly.

Create a Link to a Page on Your Site

These steps will help you create a text or image link to a page on your site. For these steps, the page must appear in your All Pages list, so this kind of linking will not work if you need to link to one of your products, classes, events, or news items. Please see below for instructions on how to link to dynamic module pages.

1. Go to Website > Website Editor and go to the page where you want to create the link.
2. If you are creating a new module for the link: Click Add Body Content and click the Add button for the Content module at the top of the list. If you are adding the link to an existing module: Click the Edit button (the fat little pencil) in the gray toolbar of an existing module where you want to create the link.
3. If you are adding a link to an image: click on it to highlight it. If you are making a text link: type out your text and then highlight it with your mouse. (Example: Click here to see our best deals in our Huge Sale!)
4. Click on the Insert/Edit Link button (in the functions above the Content editing box, in the top row of buttons: this button looks like chain links).
5. Click on the Browse Server button (the button on the far right of the Source field; it looks like a folder with a magnifying glass).
6. In the upper left click on Pages and then find the page you are linking to in the list and click on it. Please remember that links to unpublished pages will not work until you publish the page. Also, if you don't find the page in the list, it may have been moved to a sub-folder of pages on the left (you may need to click on the little triangle next to the folder to see the sub-folders). If you cannot find the page in any of the folders, it is most likely a dynamically generated module page (e.g. a product, category, event, news item, etc.). If that is the case, please follow the instructions on Creating a Link to a Dynamic Module Page below.
7. In the Link Properties window click OK.
8. Scroll to the bottom of the screen and click the Save button.
9. Test your new link to verify that it works correctly.

Create a Link to a File

These steps will help you create a text or image link to a file hosted on our servers for your site. Our system will allow you to upload the following file types: Documents / Productivity - CSV, DOC, DOCX, PDF, PPT, PPTX, RTF, TXT, XLS, XLSX.  Images - GIF, JPG, PNG, SVG. Audio - MP3, WAV.  Video - AVI, FLV, MOV, MPG, MP4, QT, SWF, WMV.  Compressed Files - ZIP.

1. Go to Website > Website Editor and go to the page where you want to create the link.

2. If you are creating a new module for the link: Click Add Body Content and click the Add button for the Content module at the top of the list. If you are adding the link to an existing module: click the Edit button (the fat little pencil) in the gray toolbar of an existing module where you want to create the link.

3. If you are adding a link to an image: click on it to highlight it. If you are making a text link: type out your text and then highlight it with your mouse. (Example: Click here to view our Summer Catalog!)

4. Click on the Insert/Edit Link button (in the functions above the Content editing box, in the top row of buttons: this button looks like three chain links).

5. Click on the Browse Server button (the button on the far right of the Source field; it looks like a folder with a magnifying glass).

6. If you have already uploaded the file: click on the folder it is in and find it in the list (or Search for it in the upper right) and then click on the file.

   If you have not uploaded the file yet, do the following steps:

   • Click on the blue Upload File button.
   • Click on the green Add Files button and search your computer for the file you want.
   • Either double-click on the file or click on it once and then click the Open button.
   • You will see a small thumbnail image of your file in the Upload Files window. Click on the blue Start Upload button.
   • Depending on the size of the file you are uploading and the speed of your connection, you may see a status bar for the upload. Once the file has finished uploading, the Upload Files window will disappear.
   • You will see your file at the top of the list. Click on the file.

7. You will see the URL for the file inserted into the URL field for the link. Click on the drop-list arrow for Target and then click on New Window (blank). The reason you will want the file to download in a new window is because in many cases a browser will take your visitor away from your site to load the file in the window. By having it load in a new window your visitor can download the file, and when they are done, they can close that window and they will be right back at your site.

8. Click OK.

9. Scroll down to the bottom of the screen and click the Save button.

10. Test your new link to verify that it works correctly.

Create a Link to an External Page or to a Dynamic Module Page

These steps will help you create a text or image link to an External Page (a page that is not on your website) or to a Dynamic Module Page (these are pages that are generated by the system: for example, if you look at your Calendar and click on View Entire Calendar, the system takes you to a dynamic page for the current month based on the information you've put into the system). Dynamic Module Pages include Categories and Products in your online store, Categories and Events in your Calendar, Categories and Classes in your Classes module, and individual items in the following modules: FAQ, Job Listings, News, and Newsletter Archive. It is also possible to link to a specific search that you do in your Search module, and those results are also dynamically generated.

1. Go to Website > Website Editor and go to the page where you want to create the link.

2. If you are linking to an external web page: open a new tab or window in your browser and go to the page that will be the end destination of the link you are making. Highlight and copy the web page URL.

   If you are linking to a Dynamic Module Page: go to the page that will be the end destination of the link you are making. Highlight and copy the web page URL. IMPORTANT: If your website is not live yet and/or if you are still logging in with the mywebsite.rainadmin.com/admin address, you should copy everything after the .com, so the part of the link you will copy will start with the / after the .com and will look like this: /shop/shoes/nike-streak.htm

3. After you have copied the URL, go to the page on your site where you want to create the link.

4. If you are creating a new module for the link: Click Add Body Content and click the Add button for the Content module at the top of the list.

   If you are adding the link to an existing module: Click the Edit button (the fat little pencil) in the gray toolbar of an existing module where you want to create the link.

5. If you are adding a link to an image: Click on it to highlight it.

   If you are making a text link: Type out your text and then highlight it with your mouse. (Example: Click here to go the Nike website.)

6. Click on the Insert/Edit Link button (in the functions above the Content editing box, in the top row of buttons: this button looks like three chain links).

7. Paste the web address you copied into the URL field. NOTE: If you are linking to an External Page, you need to also do the following:

   • Click on the drop-list arrow for Target and then click on New Window (blank). The reason you will want the external page to open in a new window is because the browser will take your visitor away from your site. By having it open in a new window, your visitor can view the page and when they are done, they can close that window and they will be right back at your site.

8. In the Link Properties window click OK.

9. Scroll to the bottom of the screen and click the Save button.

10. Test your new link to verify that it works correctly.

Create a Link to an Email Address

These steps will help you create a text or image link to an email address. This kind of link will open your visitor's default email program on their computer. In some cases your visitor might not use such software at all, preferring instead to use browser-based email such as Yahoo Mail or Gmail. If they don't have email software they use, their system will open a default program that may not even be set up for them yet, so it is a good idea to make sure that the link you create to your email address also shows the text of the email address. Please follow the steps and see the example below:

1. Go to Website > Website Editor and go to the page where you want to create the link.

2. If you are creating a new module for the link: Click Add Body Content and click the Add button for the Content module at the top of the list.

   If you are using an existing module: Click the Edit button (the fat little pencil) in the gray toolbar of an existing module where you want to create the link.

3. If you are adding a link to an image: Click on it to highlight it.

   If you are making a text link: Type out your text and then highlight it with your mouse. (Example: Email us at info@outdoor24-7.com!)

4. Click on the Insert/Edit Link button (in the functions above the Content editing box, in the top row of buttons: this button looks like three chain links).

5. In the URL field, enter the following: mailto:

6. Enter the email address the link will be sending to, e.g. mailto: info@outdoor24-7.com (please note there are no spaces in the URL field)

7. Click the Target drop-list and then click on New Window. You will want this function in case they are using web mail, so it won't take them away from your site; it will open their web mail in a new tab.

8. Click OK.

9. Scroll to the bottom of the screen and click the Save button.

10. Test your new link to verify that it works correctly.

Another type of link is an Anchor link, which will basically jump to a certain part of a page. If you want to learn more about Anchor links, click here: Link to Page Sections with Anchor Links.

Overview of the Special Order Placeholder Feature

The Special Order Placeholder is designed to streamline the process of handling special orders when the exact product details are not immediately available. This feature is particularly useful for users who lack the necessary permissions to create products in the store's system but need to take down notes of what the customer is ordering.

Create a Special Order Placeholder Item

1. Go to the Register by clicking the Register Button in the upper left. This is where you'll start the Special Order.
2. Search for the Customer you want.
3. Click on any of the Customer Actions icons in the upper right to open the Customer Actions panel. Please note: If the customer has any Special Orders, the Ticket icon will be highlighted in gold, as pictured here.

4. In the Customer Actions panel, find the section for Special Orders and click the + button to start a new Special Order.

5. In the New Special Order panel, next to the item search, click the New button and in the drop-list, click New Placeholder.

6. In the Create Placeholder window that opens, enter the Placeholder item details:

   • Enter a Product Title.

   • Enter an Estimated Price and a Quantity of at least 1 (quantity is required).

   • It is optional for you to set a Department, Vendor, and Product Type.

   • Add any relevant notes and media, if available.

     

7. Save the Placeholder item.

   • Click Save to return to the Special Order.

   • If you need to create additional Placeholders for the Special Order, click Save and New.

     

8. Once you have created the Placeholder items you need, click the Add to Register button and finalize the Special Order by completing the initial transaction.

9. Once you know the actual products the Placeholder items represent, you will need to change each Placeholder item into a real product:

   • Go to Modules > Special Orders and find the Special Order you want in the list. You will see each item in the Special Order as a separate line item.
   • Click on a Placeholder item to open it in the Special Order details panel.
   • Notice that a placeholder has a status of Incomplete. Click the Finish Creating Product link.

10. After you click to Finish Creating Product, the item will open in an Edit Product window. Add all necessary product details in the product page and then Save and Close the product window.
11. Notice that the product no longer has the Finish Creating Product link and the status has changed to Created. Now you can add the product to Purchase Orders or directly to the Register and it will function like any other standard product.

Fulfilling a Special Order with Placeholder Items

Placeholder items cannot be fulfilled. If you click the Fulfill Order button at the bottom of the Special Order, any Placeholders in the SO will not load into the fulfillment window. The example Special Order above has two Placeholders and one item that was converted into a standard Product. If a standard product and a Placeholder are in the same Special Order and click the Fulfill Order button, only the created product will show in the Manual Fulfillment window, as pictured below.

Creating a Product from a Placeholder in a Purchase Order

You can also view and create a product from a Placeholder item in a Purchase Order. Here is how to work with Placeholders in a PO:

• Create a new Purchase Order by clicking the +Create New button in the upper right and clicking Purchase Order in the drop-list.
• Click the Vendor drop-list and click on the vendor you want.
• Click the Purchase Queue button on the right, and the Purchase Queue panel will open.
• Find the section titled Incomplete Special Orders.
• Click the View button next to the Placeholder you want to convert to a product.
• The Special Order will open and you'll be able to click to Finish Creating Product as described above in steps 10-11.
• Once the product has been created it will move from the Incomplete Special Order section to the Special Orders section where it can be added to the Purchase Order.

Please Note: For staff members who do not have the User Group permission to create new products but but who need to create special orders, this functionality will not allow them to convert Placeholders to products.

Frequently Asked Questions

Can I edit a placeholder after saving it? 

Yes, placeholders can be edited by accessing them through the special order's list page or through the purchase order queue.

What happens if I don't complete the product creation?

The placeholder will remain with an Incomplete status and cannot be fulfilled until you convert it to a product.

Is it mandatory to add media to a placeholder?

No, adding media is optional but can be helpful for reference.